Frequently asked questions from Clinicminds users

Frequently asked questions from Clinicminds users

Frequently asked questions from Clinicminds users

Dashboard

The dashboard view shows all your appointments of the current day. For a week view click the calendar button. You can also view all the appointments scheduled with every one of your registered users. It is also possible to categorise by treatment category.

Yes, it’s possible to mark a patient as ‘arrived’. It will show a chair at the patient’s record meaning the patient is in the waiting room. This way a practitioner will always know when to go and welcome the patient.

Yes, you can by achieve this in different ways. First you can click on the patient record when there is an appointment scheduled with this patient. Secondly you can search your patient record by using the search bar.

As long as a record in not closed, you are still able to edit some information in this record. For example you can edit the consultation information, treatment information, photo’s, drawings, notes etc. To find these records that need more attention and also still need to be closed you can check the incomplete records tab in the dashboard. Uninvoiced records show records that are open or closed but in either way are not invoiced. Your assistent can use this feature to simply find the record of the client that has to pay.

Yes, via the dashboard you can mark a patient as ‘arrived’. An arrived icon will show on the dashboard. This way the physician will be notified that the patient is ready to be picked up from the main waiting area.

Appointments

Yes, our calendar provides a quick and effective way to book appointments with existing and new clients. These will show up in the client record as well as on the dashboard and calendar on the appropriate day and time. All working hours are editable for each practitioner.

Yes! We offer a free, state of the art and completely integrated, online scheduling tool which you can implement on your website. Visitors can schedule their own appointments. This will increase on conversions, unburden your diary service and cut on costs.

Our online scheduling tool is different than many online schedulers out there. We built a scheduling tool that works fast for your customers, verifies your customer and does not require to create usernames and passwords. Fast, effective and a. great user experience.

Yes, it does! You can automatically assign a room or specific equipment to an online booking of a treatment. This way you will never encounter a situation that a piece of equipment is not available for your patient or a specific room is not available.

Yes, you can! You can add a deep-link button to a specific webpage which will automatically lead to the specific treatment showing in your online booking tool. For example, if you add this deep link booking button to your webpage describing a Botulinum Toxin treatment and a viewer clicks this button it will lead him directly to this treatment in the online booking tool.

Yes, they can! All appointment confirmations contain a reschedule / cancellation button which leads customers to an online page to perform this. This will reflect automatically in your calendar. Of course, an email message will be sent to notify the clinic.

Yes, you are free to decide which services to show in your online schedule. It’s even possible to decide which appointment types (consultation, treatment, inspection or after-treatment) to show for different services.

Yes, that is possible. Each new patient will receive a conformation facilitating them to securely answer the medical history and current medical state questions. The answers will be stored in the patient file.

Yes, your dashboard shows the appointments of today, patients that will visit your clinic. Clicking the calendar button will show a day view and weekview. Apart from this, in every patients file you can see a list of appointments from the past and the future.

The application will automatically send email and SMS text appointment reminders before the appointment. The nice thing is it’s all automatically. You don’t have to do anything for this. It saves a substantial amount of no show’s and work!

Absolutely! The app will automatically send confirmations and reminders (according to your settings) following an online booking. The nice thing is that this will take place automatically without the need to perform any actions. Just approve the booking and the rest will follow.

Yes! You can define how many hours before the appointment the e-mail reminder should be sent and separately the SMS reminder. For example, you can automatically send the e-mail reminder 48 hours before the appointment and the SMS reminder 24 hours before. This will reduce the chances of no-shows.

Yes, you can edit this at any time. After e.g. editing the appointment time or date, it’s possible to inform the patient automatically. The patient will receive an email, SMS text or even both stating that the appointment has been changed. The system will send a reminder before the actual appointment should take place.

Yes, whenever a patient doesn’t show up for his/her appointment, this event is marked up in the appointment list inside the patient record. This creates clear view of the appointment history which allows you te respond accordingly the next time this patient contacts the clinic.

Yes, that is possible. This feature is convenient to have better control over the daily schedule of a physician. Instead of phone calls in between patients, physicians now have sufficient time for their call and patients know when to expect it.

Yes, by using the ‘Treatment history’ feature you get an instant quickview of the past treatments as registered in the system. This feature allows the consulting physician to quickly learn about the patient and his/her treatments.

The treatment records, contain all the treatments the specific patient received in your clinic. Every treatment creates a record. Also inspections and / or after-treatments create a record in this list. This provides an informative overview of all records and treatments regarding this patient. Every record in the list describes the categorie to which the treatment belongs, as well as the treatment date.

Yes, in the section of the patient’s personal information you can choose to register an attention or a warning. An attention means that a practitioner needs to be aware of specific information regarding the patient. This will be presented as a yellow bar and is immediately (very) visible when opening the patient’s file. A warning is used to present critical information in red color regarding the patient.

Yes, you can register which ID card has been checked, and this will get logged and marked very clearly. This saves time as the Front desk staff will not have to check if this process has been performed before.

Treatments

It is possible to register any treatment you like which will probably mean treatments in an outpatient surrounding. You could think about the following treatments: inectables like Botulinum Toxin and Hyaluronic Acids (fillers), laser / IPL treatments, small surgery, chemical peels, skin therapie, etc.

Yes, you can register the full consultation, starting with the question of the patient, relevant physical examination, conclusion , diagnosis and dynamic discussion points. These points are editable and can be set as optional or required.

Yes, when starting a new record you will follow a flow where the starting point is always the consultation and then the medical history. All the questions regarding the patient medical history are customizable and linked to categories. This means no extra work. Just link a question to multiple categories and you’ll always see the appropriate question(s) during the flow. The list supports different types of question types like yes/no, checkboxes, dropdown lists, free texts and radio buttons.

Absolutely! The application has a perfect solution for informed consents. Informed consents are fully customizable and easy to create. Just check the informed consents you need during the treatment and your patient will be able to sign it digitally. This is very nifty and cool on an iPad but also possible on an PC/Mac.

Yes, just click on the treatment you are performing and if this treatment consist in use of materials click the amount. The price of the treatment will be calculated accordingly. It is also possible to register the LOT numbers of the materials or implants used.

Yes, when setting up treatments in your system you are able to choose a treatment with use of material (and its specifications) or without use of materials. For example, when you setup a treatment using an injectable, you can set up an amount, product name and price for this treatment. But if you setup a treatment not related to materials used, e.g. small surgery, you are able to specify this.

Yes, up to 12 pictures before treatment and 12 immediately after treatment. The nice thing is that you can also use your iPad for that. There are two possibilities:

Shoot directly with your iPad and the picture will be uploaded directly into the patients record.

Use an external camera and upload the pictures at the and of the day to the patients file. To make this very easy just use the reference button to shoot the patients data before or with the patients pictures.

It is possible to register pictures before a treatment and immediate after a treatment. You can also register pictures during an inspection appointment.

Yes, just click on the ‘drawing’ button revealing the available templates. When using an iPad you can draw like you are used to on paper using multiple colors. When using a PC/Mac you can draw or type amounts.

Yes, in fact it is very simple to export all the data regarding a registered complication to meet with regulations. The exported list will contain all necessary information (e.g. name, date of birth, treatment date, materials used, LOT numbers etc.) to make sure you will be able to track these patients if needed.

Yes, you are able to prescribe as many prescriptions needed during a consultation or treatment or even after you already closed the treatment. You’re able to create pre-defined prescriptions and also add pharmacies you frequently work with.

Yes, you’re able to compose a treatment plan mentioning the suggested products or procedures as well as drawings created for explanation. You’re able to send this to your customer as a PDF document with a click of a button.

Yes, you’re able to setup treatment packages which you can use for selling and registering consecutive treatments. Think e.g. about a packages of 4 laser treatments or a packages of 3 Botulinum Toxin treatments etc. Do you sell treatments composed of different materials in one session? Then packages are the ideal tool for this.

Yes, Clinicminds contains a great tool to easily compare before- and after photos. This comparison can be printed, saved and also e-mailed directly to your client. This comparison image will contain the clinic logo below which is a great tool for marketing as well (social media, website, etc.)

Invoicing and administration

Yes and it’s unbelievably simple. After finishing your treatment and continuing to the payment tab, you will see a summary of the treatment and costs. If everything is correct, just click on the pay button and choose the payment method. After payment is confirmed, the application will automatically create an invoice as PDF which you can send to your patient via email with just one click.

Yes, during payment you can register a discount for an individual treatment or the total amount. You can choose a specific amount or a percentage. Don’t worry about calculating because the system will do this for you. You can approve or disapprove this feature using user rights.

Yes, you’re able to keep track of materials used during your treatments, e.g., Botulinum Toxin or a dermal filler. But also the stock of individual product sales like e.g., lotions and cremes. Does the clinic have multiple locations? No problem! Stock is available per location as well.

Yes, you can actually delete all the information of a patient but it’s also possible, per explicit request by the patient, to delete all the medical info and archive the administrative documents like invoices and

Account and billing

When registering for Clinicminds, you get billed for the number of practitioners working and registering treatments in your clinic. In other words, you only get billed for the number of practitioners that really register a treatment (which is set in the user rights). All other staff, e.g. assistant(s), operators, accountants, etc. can use clinicminds for free.

To register for Clinicminds, please contact us by using our contact form. We will provide you with a registration form to signup. After registering you can start using Clinicminds, either on a PC or on an iPad. To use the App on a PC (Windows/Mac) start your browser and visit app.clinicminds.com. Remember you can always create a shortcut on your Desktop. To use the Clinicminds App on your iPad, download it first from the App Store.

That all depends on where you are situated! For EU customers with a VAT number: enter your VAT number in the clinic data tab. Once your number has been verified, VAT will not be applied to the subscription price. Don’t forget to enter your VAT number, otherwise VAT will be applied to the subscription price. All customers without a valid VAT number, VAT (value-added tax) will be applied to the subscription in the following EU countries: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and the United Kingdom. For customers in the Netherlands 21% VAT will always be applied to the subscription price. Outside the EU: VAT will not be applied to the subscription price.

Of course we are doing everything to keep our users satisfied and we are working constantly to improve our product. If you unfortunately choose to stop using Clinicminds, choose the billing tab from the menu and choose to stop your subscription. The billing will stop at the end of the current month. Remember that acces to your account will also be prohibited.

Yes! Because many clinics lack one resource in particular, time, Clinicminds offers a setup service to save you that precious time.
We offer a setup service up to a maximum of 3 hours. The price for this service is 375 euro (excl.vat and excluding implementing the online booking widget on your own website). During these 3 hours we will add as much relevant information to your account as possible, so you will be able to start using Clinicminds as quickly and smoothly as possible. Keep in mind that you will need to have an active subscription to use this service.

Before adding your information we will send you a form, requesting information about your treatments, forms, medical questions etc. We need this information before we can begin to set up your account. Collecting this information will take you some time. We will need to receive all your information upfront and digitally.

Why do we need your information? Because every clinic works a bit different, offers different treatments or services and have their own specific consent forms and medical history questions. We are not allowed to provide you these because of ethical and legal reasons.

As Clinicminds is a cloud-based solution, all data will be stored automatically on secured servers. Clinicminds uses servers of Amazon Web Services (AWS). All the data is backuped daily on a different server which is physically based in a different place. All stored data is encrypted.

Data are encrypted using 2048-bit SSL connections during transmission, and stored on highly secured servers. In addition, all data are back-upped multiple times per day to different physical locations and is encrypted.

All the data stored within the Clinicminds application is owned by the clinic. If you decide to terminate your subscription and stop using Clinicminds, we will be able to export data as a CSV file and PDF’s.

Yes, by going into the user-right section you can set and define the desired and needed user rights for a specific user. Whenever a user is entitled to register a treatment (that means registering the treatment tab), it counts as a practitioner.

Yes, if you wish we can set up your account for you. We can add the necessary settings, treatment categories, treatments, questions, consent forms etc. We will ask you to deliver the content to us and we will perform all the work after that. Clinicminds is not allowed to generate the content because of liability reasons.

Yes, you can export this as a single PDF file, containing all the invoices of the specified period. This file is ready for convenient printing. Make sure you have sufficient paper in your printer and just hit the print button. You can also send the file e.g. by email.

Yes! Clinicminds has a large set of ready-to-use management reports available. These reports provide valuable insights. You’re able to export these reports immediately into excel and analyze accordingly. Think about: – Number Appointments – Number of cancellations – Number of no show’s – Patient retention – Birthday lists – Total spending – Patients by treatment etc.

Yes, you can and it’s very simple. The financial reports will show all tax amounts which makes it very simple to file tax reports. Tax amounts are shown per tax rate (when using different tax rates) in the financial report.

Open the Appstore on your iPad and search for Clinicminds. When found, install this using the Appstore. Keep in mind you will need your username and password of the Appstore account. Installing the App is free.

On a PC/Mac you need to use a browser to open Clinicminds. We advise you to use one of the following browsers

(google) Chrome

Safari

These browsers consist better developers packs which work better with new (mobile) cloud-based applications. Keep in mind that Clinicminds will not function properly when used with Internet Explorer. We advise you to create a shortcut icon to the app with the following url: app.clinicminds.com

Whenever you need to log in to Clinicminds doubleclick the icon and it will direct you immediately to the login page.

Marketing

Yes, Clinicminds allows you to have a complete insight in your patient database and treatment analytics. It’s very easy to export your patient database and use this info for email marketing and analysis.

Yes, absolutely. Clinicminds introduces the automatic treatment reminders which sends a patient an automatic reminder after a set period of time. It’s a marvelous feature which proved itself already during extensive testing.

Yes, by using the sync with MailChimp you are able to set up automatic birthday wishes. Each customer will receive the birthday wish on his/her birthday. Use this smart feature for as great marketing tool.